SOW_for_RFQ.pdf

Request for Quotation Number SB1341-17-RQ-0354

Statement of Work

Background

On February 4, 2014, the National Institute of Standards and Technology (NIST) announced the formation of the Organization of Scientific Area Committees (OSAC) for Forensic

Science. The OSAC is a collaborative body of approximately 580 forensic science practitioners and other experts who represent all levels of the government, academia and industry.

NIST established the OSAC to strengthen the nation’s use of forensic science by supporting the development and promulgation of forensic science consensus documentary standards and guidelines. The ultimate objective of the OSAC is to create a sustainable organizational infrastructure that produces consensus documentary standards and guidelines to improve quality and consistency of work in the forensic science community.

OSAC-approved standards and guidelines will make up the OSAC Registry. The registry will be freely available.

The OSAC is made up of 34 OSAC units, which includes 25 Subcommittees, 5 Scientific Area

Committees (SAC), 3 Resource Committees (RC) and the Forensic Science Standards Board

(FSSB).

The Contractor shall provide all required meeting space and services required to host the Fall OSAC Meetings being held September 25-29, 2017. The number of attendees will vary throughout the week. On Monday-Tuesday, September 25-26, 2017 the SACs and RCs will be meeting, there will be 109 attendees. On Wednesday, September 27, 2017 there will be a strategy session with 44 attendees, and on Thursday through Friday, September

28-29, 2017 there will be 20 attendees each day (the FSSB meeting).

General Requirements

-No registration fees shall be charged to attendees to participate in any of the above referenced meetings;

-The Contractor shall prepare conference rooms, and prepare and supply audio-visual (A/V) equipment and services for each meeting as noted in the Meeting Space Requirements for each meeting;

-The Contractor must provide an onsite coordinator that possesses experience with large-scale meetings (over 100 attendees) consisting of multiple concurrent activities and breakout sessions;

-The Contractor shall not supply food or beverages for any meeting;

-Meeting sites must have onsite support available to answer questions and resolve issues that arise during the meetings, troubleshoot internet access issues, and provide direction to meeting attendees with respect to the location of various meeting spaces;

-The Contractor shall provide wireless internet connection log-in/passwords for each attendee to use during each meeting for which they are in attendance;

-The Contractor shall have sufficient meeting signage and direction for all the meeting rooms. Signage should be digital or printed. If printed, the signage shall not be smaller than 11” x 17” per sign. Signage must be placed outside of each conference room and must identify the name of the OSAC unit for each conference room. Signage must identify the name of the OSAC Unit for each conference room;

-The facility shall have available dining/restaurant options either on-site or within a short walking distance so that attendees can take breaks and return to the conference within 30-minute intervals;

-For all days of all conferences, suitable space for attendee check-in and conference registration must be made available so that the conference registration desk can be conducted separately from hotel check-in. Contractor staff must direct attendees to the

OSAC registration table where participants will receive OSAC meeting materials and name badges;

-The Government will provide all call-in numbers and access codes for conference calls;

-The Contractor shall ensure that a mechanism is put in place so that individual travelers can make lodging reservations for the meeting that they are required to attend;

-The venue must meet the Hotel and Motel Fire Safety Act of 1990 (Pub. L. No.101-391, September 25, 1990 as amended by Pub. L. No. 105-85, November 18, 1997);

-The venue must consist of one site location to accommodate all requirements;

-The venue must not be a casino property;

-In the event an unplanned emergency or weather causes NIST to be unable to hold any of the meetings during the period indicated, NIST shall coordinate with the Contractor to reschedule the meeting or meetings no later than 60 days after notice of reschedule at no charge or penalty to the Government. The Contractor shall provide alternate dates in the event of hazardous weather, which may be subject to negotiation with the COR;

-Sleeping room blocks have been calculated for each meeting based upon historical information and the percentage of membership that is reasonably expected to attend.

Sleeping room numbers are not guaranteed.

Specific Tasks and Performance Requirements

1. Planning and Status Meetings

-The Contractor shall attend two planning meetings with the Contracting Officer’s

Representative (COR) from NIST, other NIST-authorized personnel, and OSAC Committee members. Meetings shall commence no later than one week after the date of award and be conducted via conference call or webcast. The NIST COR shall schedule the meetings and provide call-in numbers for the meetings.

The Contractor’s Project Manager shall be in attendance as well as any additional personnel the Contractor identifies to be necessary to provide the status of work under this contract.

2. OSAC Fall Meetings: September 25-29, 2017

The following OSAC units will meet throughout the week: The 5 Scientific Area Committees

(SACs), 3 Resource Committees (RCs), a strategy session called the OSAC Leadership

Strategy Session, and the Forensic Science Standards Board (FSSB).

The meeting facility shall be located within the Tampa/St. Petersburg FL per diem radius of $114 per night, within 30 miles of a major airport, and be able to accommodate the meeting rooms, sleeping rooms, and AV requirements detailed in the meeting space requirements identified herein.

The facility must support meetings for all of the OSAC units that will occur during the

September 25-29 week of meetings taking place, with up to 140 OSAC-funded attendees during the week. The facility shall provide meeting space with 1 plenary room and 8 concurrent breakout sessions Monday-Tuesday, September 25-26, 2017, 1 meeting room for

Wednesday, September 27, 2017, and 1 room for Thursday-Friday, September 28-29, 2017, include an area for meeting registration, and provide lodging for up to 140 attendees during the week. At peak, the facility must have 1 plenary room, 8 concurrent breakout rooms hosting a total of 109 participants and accommodate 129 sleeping rooms.

A plenary room will be required from Monday morning, September 25, 2017 until Tuesday afternoon, September 26. The room will need to be available both days for the full day of the meeting. Plenary session can be theatre or classroom. All other meetings must be

U-shaped, with seating in the back for attendees who are observing.

The facility shall provide lodging accommodations (sleeping rooms) for overnight attendees, described in the meeting space requirements below that is within or below current government per diem rate ($114/night) for Tampa/St. Petersburg, FL.

The facility must house 129 overnight guests. Attendees will be responsible for making their own reservations and will pay for lodging individually.

Audio/Visual Requirements: The facility shall provide audio-visual equipment/services in concurrent breakout rooms and wireless internet capability for participants, as well as one high-speed internet connection per meeting room. Each OSAC unit’s meeting room must be equipped with a projector, screen, one phone (for conference calls), a minimum of 4 power strips, all cables and cords necessary, one microphone if room acoustics require, and an easel and flipchart. To go along with the easel and flipchart there will need to be pens and markers in each room as well to write with.

Plenary sessions must have a podium and stationary microphone, as well as a walk-around microphone.

Meeting Space Requirements

Rooms/

Seating

September 25

8:00 AM –

6:00 PM

September 26

9 AM – 6 PM

September

8 AM – 6 PM

September

28 8 AM –

6 PM

September

29 8 AM –

2 PM

Registration Space (holds

5)

X X X

Plenary Space (holds 115 theater)

X x

8 Concurrent Rooms X X

1 Individual Meeting Room X x X

Total Spaces/

Rooms

10 10 2 1 1

Style of Room

Room Style Number of People Observer Seats

Breakout Room #1

(9/25-9/26/2017)

U-Shape 18 People in U 6 Observer Seats in the back of room

Breakout Room #2

(9/25-9/26/2017)

U-Shape 18 People in U 6 Observer Seats in the back of the room

Breakout Room #3

(9/25-9/26/2017)

U-Shape 18 People in U 6 Observer Seats in the back of the room

Breakout Room #4

(9/25-9/26/2017)

U-Shape 18 People in U 6 Observer Seats in the back of the room

Breakout Room #5

(9/25-9/26/2017)

U-Shape 18 People in U 6 Observer Seats in the back of the room

Breakout Room #6

(9/25-9/26/2017)

U-Shape 18 People in U 6 Observer Seats in the back of the room

Breakout Room #7

(9/25-9/26/2017

U-Shape 18 People in U 6 Observer Seats in the back of the room

Breakout Room #8 U-Shape 18 People in U 6 Observer Seats in

(9/25-9/26/2017) the back of the room

Meeting Room

(9/27/2017)

U-Shape 45 People in U 6 Observer Seats in the back of the room

Meeting Room(9/28-

9/29/2017)

U-Shape 22 People in U 6 Observer Seats in the back of the room

Conference Lodging/ Sleeping Rooms Schedule

Individuals will make their own lodging reservation with the facility.

Day Date Room Type Occupant # Rooms Needed in Block

Sunday 24 Sep 2017 Standard* 1 109

Monday 25 Sep 2017 Standard 1 109

Tuesday 26 Sep 2017 Standard 1 129

Wednesday 27 Sep 2017 Standard 1 44

Thursday 28 Sep 2017 Standard 1 20

Friday 29 Sep 2017 Standard 1 10

*A “standard” room has a bed, desk/work area, individual bath/toilet, television, chair, and closet area. All rooms should include telephone, alarm clock/radio, and high-speed wireless Internet access.

Deliverables and Deliverable Due Dates

Planning and Status Meetings

Due Date: Weekly beginning one week after the date of award

Reservation mechanism established

Due Date: Two weeks from the date of award

OSAC Fall Meetings

Completion Date: September 30, 2017

Period of Performance

The period of performance shall be from the date of award through September 30, 2017.